Revision as of 16:39, 19 July 2011

Contents

Access File Installation

The access file allows an easy way to log onto the CES Reporting system. The user ID and password are entered one time using this method. When the home page method is used, the user ID and password must be entered each time.

The calendar defaults to the current date. Choose the day to begin entering information.

Note: Double-check the Entries for field to be sure that the correct day has been selected. See Figure 1.

Single click the day of the month on the calendar; OR

Click the Select Month down arrow.

Highlight the desired month.

Click the day of the month on the calendar.

Enter the time by using number of days, hours, and/or minutes. Click the down arrow for the time option and highlight the appropriate number.

Days - Up to 23 days can be entered at once. Highlight the desired number of days. This selects week days and does not include weekend days. Use this selection when the same program code and location is being entered for a range of days.

Hours - Select up to 24 hours by highlighting the number of hours.

Minutes - Select 15, 30, or 45 minutes.

Note: Days with less than 8 hours display in yellow. Days with 8 hours or more display in green. See Figure 2.

Record Description - Use the record description box to enter a short description of the program data. It displays when the record is displayed.

Programs - Click the Programs down arrow, and highlight the program code.

Locations - The location code defaults to the user's current work location. Select the appropriate location if the event took place in another county, district, region, or at the national level.

Tenure and Promotion (T&P) - Select one of these codes to associate events for support efforts, promotions, and program development. T&P codes are optional.

National Goals - Select a national goal when an event is in support of the national goals and initiatives.

Multi-State Activities - Select this option when an event involves two or more institutions from different states that collaborate in the planning and implementation of programs.

Click the List Multi-State Activities button.

Highlight the states involved. Select more than one state by holding down the Ctrl key and highlighting the desired states.

Click the Add Selections button. The states display in the field.

Scroll down to display the Contacts area.

Enter the gender numbers.

Enter the ethnicity numbers.

Note: The total gender number must equal the total ethnicity number.

Scroll down to display the Memo area. Enter memo information as needed.

Note: There is a 255-character limitation on the Memo field. The system does not prevent more data than the limitation to be entered. But, any output will be truncated at the 255th character.

Click the Enter/Update Record button. The day on the calendar displays green when the hours are 8 or greater and displays yellow when the hours are less than 8.

Repeat the process for each event to be entered.

Click the Transfer this sessions work to the server hard disk when the data entry is complete.

Click Goodbye.

Close Internet Explorer.

Consider entering reporting data on a daily or weekly basis. It is easier to enter information more frequently than trying to enter a month at a time. A month's worth of information can be added by grouping hours into multiple days with a program code.

Monthly Summary Report

A monthly summary report can be printed from the CES reporting system. The report lists the hours, program code, location, gender, and ethnicity information for each day of the month. Summary information is included for programs and locations.